Gemini Project - TRS

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Gemini Project Supplemental Savings Plan Employer Reporting File Format

Version 2.00

March 2, 2022 Teachers’ Retirement System of the State of Illinois

SSP Version 2.0 2 | P a g e

Contents

Purpose & Scope .................................................................................................................................................................................. 3

Version History ..................................................................................................................................................................................... 4

Key Terminology .................................................................................................................................................................................. 5

General Rules – Employer File Layout ............................................................................................................................................... 6

Supplemental Savings Plan Rules .................................................................................................................................................... 10

Header Record Format ....................................................................................................................................................................... 11

Detail Record Format ......................................................................................................................................................................... 14

Footer Record Format ........................................................................................................................................................................ 40

Frequently Asked Questions ............................................................................................................................................................. 48

Appendices ......................................................................................................................................................................................... 49


Introduction TRS is in the process of replacing its current in-house pension administration software and the associated online reporting, employer access, and member access systems with a solution we are calling Gemini. Gemini will facilitate outreach to TRS members and employers and provide an interactive user experience, that increases self-service with secure, efficient access to reliable, accurate data. As part of this effort, in conjunction with legislative requirements for implementing defined contribution plans within TRS, we will be transitioning from annual employer reporting to employers reporting each pay period.

This document is specifically for reporting contributions for the TRS Supplemental Savings Plan. The document for reporting traditional contributions and service for the TRS Defined Benefit Plan can be found at https://www.trsil.org/employers/Gemini/Resources.

Purpose & Scope This document provides the technical format and data requirements which are to be included in the Employer Reporting File layout. The file layout includes individual specifications for header, footer, and detail records that will be contained within the file. Additionally, the document includes a definition of key terminology used in the Employer Reporting File layout, general business rules pertaining to the file format, the fixed length of the file format as well as the details of the layout, fields and key rules for each individual data field. This document is specifically tailored to reporting contributions for the TRS Supplemental Savings Plan. However, the layout itself and the definitions of which fields belong where is the same between Defined Benefit reporting and Supplemental Savings Plan reporting. The decision was made to split them into two separate documents to provide greater clarity on when a field might have different expectations or definitions between DB and SSP reporting.

NOTICE: Accuracy in reporting and payment is vital because benefits from TRS are based on service credit, creditable earnings, and contributions reported by employers. TRS’s effectiveness in benefit administration rests largely on the reports provided by employers. By submitting your information using the format prescribed below, you are certifying the accuracy of the data. Although every effort has been made to ensure that the contents of this publication fully comply with the Illinois Pension Code (40 ILCS 5/16) and the Illinois Administrative Code (80IL Adm Code), this document does not have the authority to bind the System to any action contrary to law. Laws are subject to change. TRS is not responsible for any advice and/or guidance regarding any TRS matter received from a non-TRS source. Any TRS member or employer who relies upon non-TRS advice and/or guidance does so at his, her, or its risk. To be safe, advice and/or guidance from non-TRS sources should be confirmed with TRS. Please remember, the application of TRS laws and rules and the federal statutes and regulations governing TRS can be quite complicated and not fully understood nor appreciated by those who do not deal with TRS matters on a daily basis.

https://www.trsil.org/employers/Gemini/Resources


Version History

Section Item Change Link


Key Terminology

Terminology Description Example(s) Report Date A Report Date represents the period for which the employer

is submitting a payroll report • The Report Date that an employer will use will vary based upon

their payroll frequency and their chosen reporting frequency • Employers will have the opportunity to submit reports every pay

period or to report on a monthly basis, combining all payrolls that occurred during the month into one report

• Further information and examples for Report Date can be found under General Rule #7

Report Type The Report Type indicates whether the report contains defined benefit information or defined contribution information

• An employer will include separate reports as part of their file if they have both defined benefit and defined contribution information to report. The report type will indicate whether the information being reported in the detail records below is for DB or DC purposes

Contribution Category

Contribution Category is a field within the file layout which is used to “organize” members into different TRS contribution categories. Each member reported to TRS must belong to a Contribution Category which will be used to validate the contribution amounts. There are six different Contribution Categories available to members participating in the Supplemental Savings Plan.

• Depending on the member’s choices, there are six different SSP Contribution Categories that can be used for reporting: SSP Pretax, SSP Pretax Catch-Up, SSP Pretax Special Catch-Up, SSP Roth, SSP Roth Catch-Up, and SSP Roth Special Catch-Up

Adjustments Adjustments are identified as transactions submitted to rectify information previously submitted. The Pay Period Begin and End Dates will indicate the payroll to which the correction is to be applied. Corrections to dollar amount fields must be submitted as the difference between the original amount and the adjusted amount. Corrections to all other fields (including numeric non-currency fields like Days Paid) should be submitted as the new correct value, not a difference.

• An employer who submitted a report for a member with incorrect information may correct the transaction in a subsequent report. The correction must include Pay Period Begin and End Dates that match the Pay Period Begin and End Dates of the original transaction

• Adjustments for SSP contributions are allowed, however given the nature of the SSP related to IRS requirements for 457(b) plans, employers may also choose to simply correct any issues with SSP Contributions from a previous payroll by withholding more or less as needed from a subsequent payroll. These altered Contributions can be reported as part of the subsequent payroll and are not required to be dated as Adjustments like they would be for Defined Benefit reporting. Users will receive a Warning when the reported Contributions do not match the member’s elected deferral amount but this can be certified to still progress forward.


General Rules – Employer File Layout 1. Gemini requires all enrollment and contribution data to be submitted for processing in the new Gemini Contribution File format. This new format is

necessary to allow for the transition from annual to per-pay period reporting. The Gemini Contribution File Layout is only supported in a fixed-length format.

2. Employers must report Demographic, Enrollment and Contribution information for all their TRS-covered employees to TRS in the manner prescribed in this record layout. The file layout below is a comprehensive list of fields for all the information which is needed by TRS for per-pay period reporting.

3. Employers will be required to inform TRS of their preferred reporting frequency of their payroll data. Employers will have the option of reporting per-pay period or reporting monthly. Once an employer chooses a reporting frequency, they must submit the appropriate number of reports based on their selection. For example, if an employer chooses to report per-pay period, the employer must report separate files for each pay period based upon the payroll schedule they submitted to TRS at the beginning of the fiscal year. Those who chose to report monthly must include all payrolls that occurred each month in a single monthly report.

4. THIS RULE IS NOT APPLICABLE TO SSP REPORTING - All contributions for each fiscal year are due to TRS by July 10th. To allow employers to remit the appropriate contributions to TRS by this deadline, they should report all of their payrolls that will cover the work performed during the fiscal year at the end of June, even if they will not be actually paying their members until July or August. Member contributions will be balanced with each report to make sure that TRS has received no more or less than the applicable member contribution rate of the reported creditable earnings. Previously, some employers have accelerated the payment of member contributions throughout the year in order to meet the July 10th deadline. The acceleration of contributions is no longer permitted as of July 1, 2020. This applies to the acceleration of both THIS Fund and 0.58% Employer Contributions as well.

5. Employers can submit their files via TRS’s Employer Portal. The file size must be smaller than 20MB in order to upload via the website. Employers also will have the option of entering their payroll information directly through the Employer Portal.

6. All records in a file will be processed sequentially by Gemini. They must be submitted in the following order: (Illustrated below)

• Header Record – This will include information such as Employer, Report Date, Report Type, etc. There should be only one header row for the combination of Employer and Report Type, and Report Date in the file.

• Detail Transaction Record(s) – The details follow the header row. Details should include demographic, enrollment and contribution data for all members being reported for the specific Employer and Report Type combination.

• Footer Record – The footer record will provide totals and employer contributions for the data reported. There must be only one footer row for the combination of Employer and Report Type, and Report Date in the file.


7. Each Report (Header-Detail-Footer) must be a unique combination of TRS Code, Report Date, and Report Type. For example, if the employer’s reporting frequency (to TRS) is monthly, but they run payroll on a bi-weekly basis, then the file should contain one report; this report might contain two or more records, one per pay period for each member. The chart below explains how the Report Date differentiating each report will vary based on the employer’s payroll frequency and chosen reporting frequency.

Payroll Frequency

Reporting Frequency Report Date Example(s)

Monthly Monthly First of the month For the payroll run in December of 2021 the Report Date would be 12012021.

Semi-Monthly Semi-Monthly Pay date for each payroll Members are paid twice a month on the 15th and the last day of the month. For November of 2021 the Report Dates would be 11152021 and 11302021.

Monthly First of the month Members are paid twice a month on the 15th and the last day of the month. For November of 2021 these would be combined into one report with a Report Date of 11012021.

Bi-Weekly Bi-Weekly Pay date for each payroll Members are paid every other Friday. For May of 2022 the Report Dates would be 05012022, 05152022, and 05292022.

Monthly First of the month Members are paid every other Friday. For May of 2022 the Report Date would be 05012022 with detail records for three separate payrolls in the report.

Weekly Weekly Pay date for each payroll Members are paid every Wednesday. For August of 2021, Report Dates would be 08072021, 08142021, 08212021, and 08282021.

Monthly First of the month Members are paid every Wednesday. For August of 2021 the Report Date would be 08012021 with detail records for four separate payrolls in the report.

Multiple Each pay period

Pay date for each payroll Some members are paid bi-weekly (every other Friday) and others are paid semi-monthly (15th and end of the month). For November of 2021, Report Dates for the bi-weekly payrolls would be 11062021 and 11202021. Report Dates for the semi-monthly payrolls would be 11152021 and 11302021.

Monthly First of the month Some members are paid bi-weekly (every other Friday) and others are paid semi-monthly (15th and end of the month). The Report Date for November of 2021 would be 11012021 with detail records for four separate payrolls in the report.

8. Files that are improperly formatted or contain invalid data (e.g., text data in numeric field) cannot be processed. TRS will reject the file and require the employer to resubmit the file in the correct format with valid data.


9. Certain fields are optional if TRS can process the record without the field being populated by the employer. Optional fields must be reported with spaces if no data is reported for alphanumeric fields or as all zeros (with any properly placed decimal points applicable to that field) for numeric fields.

10. Certain fields are conditional, meaning that if one field is populated for the record, another field will also be required. For example, if the Employment End Date field is populated, the Employment End Reason field must also be populated.

11. If certain fields are required, TRS will not be able to process the record if those required fields are not reported or if they are reported incorrectly. (Note: Whether a field is Optional (O), Conditional (C), Required (R) is indicated in the column called O/C/R in the field description below.)

12. Members will be enrolled with TRS electronically; Employers must provide SSN, Name, Date of Birth, Address, and the Employment details for a member’s enrollment. Employment details are required when a member is hired or rehired or upon any change in employment which required a change in Job Category, Employment Type, Contribution Category, Payroll Frequency, Full Annual Rate, Full Time Equivalent Percentage, and Contract Days. Please pay special attention to rehires; submit the employment details when the member is rehired using the most recent employment date, not the original date (when they were first hired) of employment.

• Name and address changes for existing members must be reported electronically by Employers. Gemini will update the information in the member’s TRS record when a change is detected between the existing member’s information and the reported data from the employer. The member’s email address will only be updated if they do not have one on file with TRS to avoid issues with multiple employers or members who want TRS to use their personal email address.

13. All alphanumeric fields must be left-justified and right-filled with spaces.

14. Numeric (amount, hours etc.) fields such as Contributions must be zero-filled, right-justified, use two decimal positions (unless otherwise specified in the individual field), and include a decimal point. For example, if the member’s contribution is $143.75, then 000143.75 must be placed in the Contributions field. In addition, if the member contribution is a whole dollar amount, such as $143.00, then 000143.00 must be placed in Contributions.

15. Employer Contributions are not required to be reported in Defined Benefit reports. For the Defined Benefit Plan, employer contributions (Member Benefit Increase currently 0.58% and Employer THIS Fund contributions currently 0.92%) will be calculated by Gemini based on the Earnings and Contribution Category of a member.

16. Do not include the (+/-) sign in an amount field. A separate corresponding sign field exists for every amount field in the detail record format.

17. The Gemini system will perform various validations on the data reported by Employers to determine if the amounts can be posted to individual member accounts. When certain discrepancies are found the system will assign an error code requiring the Employers to resolve the errors prior to the information being accepted by TRS. After a report is submitted, TRS will provide an Employer Packet containing any validations that relate to information we think is relevant to an employer as well as a summary of any changes made to any records by TRS after it was submitted.

18. Adjustments to previously reported data which affect salary and contributions must be submitted in the file as the difference between the original amount and the adjusted amount. If corrections are required to anything other than salary and contributions, adjustments should be reported as the correct amount or value, rather than the change in the amount or value. Changes can also be made using the Employer Portal or by contacting TRS who can make them on behalf of the employer. Continue to email TRS for corrections to a prior year’s information that was originally reported on an Annual Report.


19. Highly compensated members may receive salary in a plan year that exceeds limits for the member and employer contributions to qualified TRS retirement plans as set forth in IRC 401 (a)(17). These limits apply to employees who established TRS membership after June 30, 1996. These limits vary per plan year and can be found on the TRS and IRS website. The portion of salary that exceeds the limit for that plan year should be reported in the Earnings that exceed Salary Limits field with no contributions, while still reporting Days Paid.

20. Highly compensated members may receive salary in a plan year that exceeds limits for the member and employer contributions to TRS for Tier 2 members. These limits vary per plan year and can be found on the TRS website. The portion of salary that exceeds the limit for that plan year should be reported in the Earnings that exceed Salary Limits field with no contributions, while still reporting Days Paid.

21. Employers / File Providers may report multiple combinations of Employer, Report Type, and Report Date in one file. Each combination must be separated out into a unique Header – Detail – Footer. For example, an employer who has members who participate in a TRS associated Defined Contribution plan can report the details related to those members in different reports within the same file (differentiated by Report Type). The file must contain multiple sets (Header – Detail – Footer) for each combination; one Header – Detail – Footer for all Defined Benefit Details for their members and another Header – Detail – Footer containing the Defined Contribution details for their members who participate.

22. The following fields must be kept “in-sync” and reported as the same values for all records for the same person and same pay period within a report: • Prefix, First Name, Middle Name, Last Name, Suffix, Gender, Date of Birth, Payroll Frequency, Employment Begin Date, Employment End

Date, Employment End Reason, Employment Type, Job Category, Contract Days, FTE Percentage, Full Annual Rate, Sick Leave/Personal Days, Balanced Calendar, Email Address, Phone, Address Line 1, Address Line 2, City, State, Zip Code, and Country

• For numeric fields not listed above, we will consider the cumulative total of the amounts in all records for a member in a given pay period to be reflective of their correct amount of work and earnings in that period (Ex: Earnings, Contributions, Days Paid, Docked Days, etc.)

23. Employer Contribution files being submitted electronically must be named as follows: ‘yyyymmddXXXAAAAAAA_OptionalSuffix’ or yyyymmdd-XXX-AAAAAAA_OptionalSuffix

• The file name must include a date which would generally be the creation date of the file but there are no restrictions as long as it is a valid date in the yyyymmdd format.

• XXX in the file name should be a numeric value (Ex. 001) which will make the file name unique for each submission. If the file is submitted to TRS multiple times during the same day, this number will allow the file name to be unique.

• The AAAAAAA is the TRS Code that is set at seven digits in length. Each Employer or File Provider (employer that reports for multiple Employers) is assigned a TRS Code which must be included in the name of the file.

• Optionally, dashes can be used as separators between the date, submission number, and TRS to make the name more readable • After the TRS Code and optional suffix can be added with a preceding underscore to add any notation needed for the employer. TRS will

ignore this suffix. • For example, the file name for the November 2021 Payroll Report which is uploaded by 084-1860 – Springfield School District 186 on

November 16th, 2021 must be named ‘202111160010841860.txt’ or ‘20211116-001-0841860_NovemberPayroll1.txt’.


Supplemental Savings Plan Rules 1. Employers must sign the SSP Participation Agreement before employees will be allowed to contribute to the Supplemental Savings Plan.

2. Deferral elections for the Supplemental Savings Plan will be specific dollar amounts, not a percentage of the member’s earnings.

3. Non-governmental employers are not eligible for participation in the SSP per IRC 457(b). TRS-covered employers that would be considered “non-governmental” would be labor organizations and associations.

4. Only Full Time or Part-Time Contractual members working in TRS-covered positions at eligible employers are eligible to participate in the Supplemental Savings Plan.

5. SSP Contributions must be reported promptly and will be subject to employer penalties if contributions are not remitted in a timely manner.

6. SSP deferral elections must be processed by the employer on the first available payroll after the contribution effective date provided by TRS.

7. Deferrals/deductions should not be initiated, changed, or discontinued for an employee unless indicated on the Supplemental Savings Plan Deferrals Report provided by TRS whenever changes or new enrollments have been received from the third-party administrator.

8. Members cannot simultaneously contribute to either SSP Pretax Catch-Up or SSP Roth Catch-Up with either SSP Pretax Special Catch-Up or SSP Roth Special Catch-Up. Employer Defined Contributions are only permitted under the SSP Pretax Contribution Category.

9. For SSP Special Catch-Up and SSP Roth Special Catch-Up, 60 will be considered normal retirement age for Tier 1 members, 67 for Tier 2 members.

10. For eligible employees on a paid Leave of Absence, SSP deferral should continue to the extent to which compensation continues and based on deduction hierarchy.

11. If, for whatever reason, a member’s contributions were not withheld or were not reported and remitted, these contributions would need reported to TRS as retroactive adjustments. When reporting these contributions, they would need to be reported as separate records for each pay period missed. A member’s total SSP contributions for a single pay period cannot deviate from their elected deferral amount.


Header Record Format Field Name O/C/R* Columns Description Format Available Values Rules and Additional

Information From To Length Record Type R 1 1 1 Field that

designates this as a header, detail, or footer record

A H = Header • This field must contain a value of H since this is a header record.

Report Type R 2 3 2 Indicates the grouping of data on Defined Benefit vs. SSP

N 01 = Defined Benefit 02 = Supplemental Savings Plan

• Separate reports must be submitted for each report type.

Format Version R 4 6 3 Indicates which file layout format the employer is using

N 001 • This field must contain a value of 000 since this is currently the only acceptable file format.

TRS Code R 7 13 7 A unique number that identifies the employer

N • A unique number assigned by TRS that identifies the employer.

• This number is fixed at seven digits.

• The first three characters are based upon the county the employer is located in.

• The last four are based on the employer’s school district number.


Field Name O/C/R* Columns Description Format Available Values Rules and Additional Information From To Length

Report Date R 14 21 8 Represents the year, month and day of the contribution report being submitted.

N MMDDYYYY Example: November 15, 2021 would be reported as 11152021

• A Report Date is the period for which the employer is submitting the contribution report. This will coincide with the pay dates provided by the employer to TRS during the beginning of the fiscal year when payroll schedules are reported through the Employer Portal.

• If reporting each payroll separately, the Report Date should be the pay date of the payroll being reported.

• If combining multiple payrolls into monthly reports, the Report Date should be the first of the month being reported.

File Creation Date R 22 29 8 Date the submitted file was created


• This date should not be modified based upon payroll frequency or reporting frequency. It must strictly be the date the file was created.


Field Name O/C/R* Columns Description Format Available Values Rules and Additional Information From To Length

Report Fiscal Year R 30 37 8 Fiscal Year to which this report applies.

N YYYYYYYY Example: A report that is for fiscal year 2021-2022 would be reported as 20212022

• Must be a valid fiscal year, i.e., two consecutive years.

• The report can still contain Adjustment detail records for a different fiscal year. All non-Adjustment details in the report should match this fiscal year

*O/C/R = Optional/Conditional/Required


Detail Record Format

Field Name O/C/R* Columns Description Format Available Values Rules and Additional Information From To Len

Record Type R 1 1 1 Field that designates this as a header, detail, or footer record

A D = Detail • This field must contain a value of D since this is a detail record.



SSN R 2 10 9 Represents the Social Security Number of member being reported

N 000000000 – 899999999 Per the Social Security Administration, the following combination are not used in valid SSNs: First Three Digits: 000,666, or 900-999 Middle Two Digits: 00 Last Four Digits: 0000

• Employers must report a valid SSN for all members, as shown on the member’s Social Security card.

• SSNs reported with invalid combinations will result in the transaction receiving an error status, which can delay contributions and service being posted to the member’s account.

• Incorrect SSNs may result in contributions posting to the wrong member’s account or an invalid member account being created.

• SSN will not be considered valid if it is reported as the same digit repeated (ex. 111111111).



Prefix O 11 13 3 Represents the prefix of the member’s name

A MR MRS MS MZ DR SR FR

= Mr. = Mrs. = Miss = Ms. = Doctor = Sister = Father

• This field must be left justified filled with spaces to the right.

• If no data is reported, fill with spaces.

First Name

R 14 63 50 Represents the member’s first name

A A-Z a-z Space Dash or hyphen Period Apostrophe

• This field must reflect the member’s legal name as maintained on the member’s employment record.




Middle Name O 64 113 50 Represents the member’s middle name(s)




• If reporting only a middle initial, do not include a period on the end.


Last Name R 114 163 50 Represents the member’s last name(s)






Suffix O 164 166 3 Represents the suffix of the member’s name

A JR SR I II III IV V VI ESQ PHD

= Junior = Senior = First = Second = Third = Fourth = Fifth = Sixth = Esquire = Ph.D



Gender R 167 168 2 Represents the member’s gender

N 01 = Female 02 = Male

• The member’s gender is used by TRS for actuarial valuations and for retiree health insurance.

Date of Birth R 169 176 8 Represents the member’s date of birth

N MMDDYYYY Example: April 27, 1948 would be reported as 04271948

• A member’s birth date is required to enroll new members and for all records going forward.

• A blank or 00000000 will result in an error.



Pay Period Begin Date

R 177 184 8 Represents the date the pay period began


• This date must match the payroll schedule that was submitted at the beginning of the fiscal year.

• Pay Period Begin Date provides a means for employers to report adjustments to previously reported data. Adjustments must have a Pay Period Begin Date in the past as compared to the Report Date.

• If payroll is supplemental, Pay Period Dates should still be reflective of the payroll schedule.



Pay Period End Date

R 185 192 8 Represents the date the pay period ended


• This date must match the payroll schedule that was submitted at the beginning of the fiscal year.

• Pay Period End Date provides a means for employers to report adjustments to previously reported data. Adjustments must have a pay period end date in the past as compared to the Report Date.

• If payroll is supplemental, Pay Period Dates should still be reflective of the payroll schedule.

Pay Date R 193 200 8 Represents the actual date of payment for the pay period


• This date will be used to match with the Payroll Schedule(s) that employers will submit to TRS annually through the Employer Portal



Payroll Frequency

R 201 202 2 Represents how frequently the member is paid

N 01 = Monthly 02 = Semi-monthly 03 = Bi-weekly 04 = Weekly

• This value must correspond to the member’s pay schedule.

• This will allow TRS to validate the dates each member is being paid, even if an employer has different payment frequencies for different members.

Employment Begin Date

R 203 210 8 First day physically at work in a TRS-covered position


• This date must be reported for all employees including new hires and rehires.

• This date should be the same one being reported on Defined Benefit reports for the member, but it will not be subject to the same level of scrutiny on SSP reports. The employer will not receive any errors based on this date as long as it a real date.



Employment End Date

O 211 218 8 Last day paid for a terminated member (inclusive of all used vacation, sick, and personal leave days)


• This date can be reported for members who will no longer be employed by the district but it is not required for SSP reports.

• If no data is reported, fill with all zeros or all spaces

Employment End Reason

O 219 220 2 Reason for end of current employment

N 01 = Terminated 02 = Death

• This field can be reported for members with an Employment End Date but it is not required for SSP reports.

• Terminated is used for any reason for leaving besides death (terminated, resigned, RIFed, separated, etc.).




Employment Type

R 221 221 1 Type of employment based upon TRS definitions

A F P S H E

= Full Time = Part-Time Contractual = Substitute = Part-Time Non-Contractual (Hourly) = Extra-Duty

• This field should match what is reported for the member on Defined Benefit reports but its sole purpose on SSP reports is to match the record to the appropriate Payroll Schedule.

Job Category R 222 223 2 Represents to what category the member’s position belongs

N 01 = Teacher 02 = Administrator 03 = Medical/Counseling

• This field should match what is reported for the member on Defined Benefit reports but its sole purpose on SSP reports is to match the record to the appropriate Payroll Schedule.

Contract Days O 224 226 3 Number of days in the school term or the member’s employment agreement, whichever is greater

N 180-265 or 000 • This field should match what is reported for the member on Defined Benefit reports but can also be left as ‘000’ for SSP reports.




R 227 228 2 Represents the SSP contribution type elected by the member

N 03 = SSP Pretax 04 = SSP Pretax Catch-Up 05 = SSP Pretax Special Catch-Up 06 = SSP Roth 07 = SSP Roth Catch-Up 08 = SSP Roth Special Catch-Up

• The appropriate Contribution Category for a member will be indicated on the SSP Deferrals Report available on the Gemini Employer Portal.

• A member may participate in more than one category at a time. If so, each contribution would be reported on a separate record with the appropriate Contribution Category.

• If a member has an elected SSP Pretax (03) contribution on the SSP Deferrals Report and also has Employer Defined Contributions (can only be 03), these can be combined on one record with the SSP Pretax Contribution Category.



FTE Percentage O 229 231 3 Whole number percentage of the Full Time Equivalent salary the member is receiving

N 010-100 or 000 Example: A member receiving 50% of their Full Time Equivalent salary would be reported as 050

• This field should match what is reported for the member on Defined Benefit reports but can also be left as ‘000’ for SSP reports.

Full Annual Rate O 232 240 9 Full rate member is expected to receive for the full year

N 000000.00 – 999999.99 Example A: A member whose base salary rate for the year is $100,000 and who does not have any portion of their TRS contributions paid by their employer would be reported as 100000.00 Example B: A member whose base salary rate for the year is $90,000 and whose employer pays the full 9% factor of their TRS contributions would be reported as 098901.09 (90,000 x 1.098901)

• This field should match what is reported for the member on Defined Benefit reports but can also be left as ‘000000.00’ for SSP reports.

• This field must be right justified with leading zeros.



Payment Reason R 241 242 2 Reason for salary reported in this payment record

A BS = Base Salary Ex: Salary for regular contractual teaching duties (active or retired) for F and P Employment Types or wages for H and S Employment Types

• Base Salary is the only valid Payment Reason for SSP Reporting

• All Contributions for the same Contribution Category must be combined into a single detail record with a Payment Reason of Base Salary

Deferred R 243 243 1 Indicates if earnings reported under the preceding Payment Reason were deferred

A Y = Yes N = No

• For consistency, this field should match what is reported for the member on the corresponding Defined Benefit report for this pay period, but it will not cause problems if it does not.



Increase/Decrease Compensation

R 244 244 1 Indicates whether reported earnings are a positive or negative amount

A + –

= Positive/Increase = Negative/Decrease

• Negative values are used to facilitate the reporting of adjustments to certain fields.

• When reporting negative earnings, the adjustment must reflect Pay Period Dates prior to the Report Date.

Compensation R 245 253 9 Money earned for the specified Payment Reason

N 000000.00 – 999999.99 Example A: A member whose base salary earnings for the pay period are $4,000 and who does not have any portion of their TRS contributions paid by their employer would be reported as 004000.00 Example B: A member whose base salary earnings for the pay period are $4,000 and whose employer pays the full 9% factor of their TRS contributions on base salary would be reported as 004395.60 (4,000 x 1.098901)

• XXXX



Increase/Decrease Earnings that exceed Salary Limits

R 254 254 1 Indicates whether reported excess earnings are a positive or negative amount

A + –



• When reporting negative excess earnings, the adjustment must reflect Pay Period Dates prior to the Report Date.



Earnings that exceed Salary Limits

R 255 263 9 Earnings paid after the member has exceeded either the IRS 401(a)(17) or TRS Tier 2 pensionable limits for the fiscal year

N 000000.00 – 999999.99 Example A: A member whose base salary earnings that exceeded annual IRS limits for the pay period are $6,000 and who does not have any portion of their TRS contributions paid by their employer would be reported as 006000.00 Example B: A member whose base salary earnings that exceeded annual TRS Tier 2 limits for the pay period are $3,000 and who does not have any portion of their TRS contributions paid by their employer would be reported as 003000.00

• This field is only required if a member’s total creditable earnings for the current fiscal year have exceeded either the IRS or Tier 2 limitations for that year.

• The portion of a member’s earnings that exceeds the limits in a Pay Period must be calculated by adding up all the creditable earnings reported to TRS in a fiscal year and comparing that total against the IRS limit for that fiscal year.

• IRS 401(a)(17) limits only apply to employees who established TRS membership after June 30, 1996. Tier 2 limits apply to members with no service in TRS or another reciprocal system before January 1, 2011.



Increase/Decrease Contributions

R 264 264 1 Indicates whether reported contributions are a positive or negative amount

A + –



• When reporting negative contributions, the adjustment must reflect Pay Period Dates prior to the Report Date.

Contributions R 265 273 9 The amount of contributions withheld from the member’s pay for the given SSP Contribution Category

N 000000.00 – 999999.99 Example A: A member earned $2,000 in TRS creditable earnings in the pay period. The member’s 9% contribution would be reported as 000180.00 Example B: A member earned $2,197.80 in TRS creditable earnings in the pay period, including their full 9% factor of board-paid TRS contributions. The member’s 9% contribution would be reported as 000197.80

• The amount of Contributions withheld from the member’s pay for the reported Contribution Category. Contributions should match the member’s elected dollar amount or percentage of Compensation as indicated on the SSP Deferral Report available on the Gemini Employer Portal




Increase/Decrease THIS Contributions

R 274 274 1 Indicates whether reported THIS Contributions are a positive or negative amount

A + –



• When reporting negative THIS Contributions, the adjustment must reflect Pay Period Dates prior to the Report Date.

THIS Contributions

O 275 283 9 The amount of the member’s contribution to the THIS Fund

N 000000.00 – 999999.99

• This field should always be reported as ‘000000.00’ on SSP reports to avoid fatal errors the user will have to correct. THIS Contributions are not applicable to the SSP.




Increase/Decrease Employer Defined Contributions

R 284 284 1 Indicates whether reported employer defined contributions are a positive or negative amount

A + –



• When reporting negative employer defined contributions, the adjustment must reflect Pay Period Dates prior to the Report Date.



Employer Defined Contributions

R 285 293 9 Contributions made to the member’s Supplemental Savings Plan by the employer

N 000000.00 – 999999.99 Example: An employer contributes $200 to a member’s TRS Supplemental Savings Plan. It would be reported as 000200.00

• This field will be used for reporting contributions made by employers to the member’s Supplemental Savings Plan.

• Employer Defined Contributions must always be reported with a Contribution Category of 03 – SSP Pretax. Employer Contributions are not allowed for Roth or Catch-Up/Special Catch-Up categories.

• This field must be right justified with leading zeros

Docked Days O 294 299 6 Number of days in period for which member was docked

N 000.00 – 999.99 Example A: A member is docked 2.5 days during the pay period. This would be reported as 002.50 Example B: A member is docked 3 half days during the pay period. This would be reported as 001.50

• This field is optional and will be ignored on SSP reports. If leaving blank, must still be reported as ‘000.00’.



Sick Leave/Personal Days

DB = R DC = O

300 305 6 Current combined balance of sick leave and personal time, reported as days

N 0000.0 – 9999.9 Example A: A member’s current balance of sick leave and personal days is 83.5. This would be reported as 0083.5 Example B: A member’s current balance of sick leave and personal days is 113.75. This would be reported as 0113.8




Days Paid O 306 307 2 Number of days for which the member was paid during the pay period

N 00 – 99 Example A: A member worked six full days and two half days. Their Days Paid should be reported as 08 Example B: A member worked 12 partial days. Their Days Paid should be reported as 12 Example C: A member is on an unpaid leave of absence. During this pay period they missed 15 days for which they would have been paid. Their Payment Reason should be reported as LA and their Days Paid as 15 Example D: A member started an unpaid leave of absence in the middle of the pay period. They were paid for seven days and then missed eight more work days while on leave. Their employer should include two detail records for the member, one for their base salary reported as BS in the Payment Reason field with Days Paid of 07, and a second detail record with LA reported in the Payment Reason Field with a Days Paid reported as 08.

• This field is optional and will be ignored on SSP reports. If leaving blank, must still be reported as ‘00’.



Post-Retirement Hours

O 308 313 6 Number of hours a retired member worked in the pay period. Any days during which the member worked more than five hours, should only be recorded as five hours.

N 000.00 – 999.99 Example: A retired TRS member works five days in the pay period working four, three, seven, four, and seven hours respectively. Their total hours worked during the pay period should be reported as 021.00


Balanced Calendar

O 314 314 1 Indicates whether the member is working on a balanced (year-round) calendar

A Y N

= Yes = No

• This field can be left as a blank space on SSP reports.

Email Address O 315 389 75 Member’s current email address on file with their employer

A • This field must be left justified with spaces to the right.

Phone O 390 399 10 Member’s contact phone number

N • If left blank this field should be reported as all zeros.



Address Line 1 DB = R DC = O

400 449 50 Member’s current mailing address

A Valid characters are: A-Z 0-9 Space Dash or Hyphen Forward Slash

• Post Office Boxes or Care Of (C/O:) should always be reported in Address Line 1.

• See Appendix D: Address Standards

Address Line 2 DB = O DC = O


A Valid characters are: A-Z 0-9 Space Dash or Hyphen Forward Slash

• See Appendix D: Address Standards

City DB = R DC = O


A • See Appendix D: Address Standards

State DB = R DC = O


A A list available state values can be found in Appendix B

• This field must be a valid United States Postal Code for any US State, Territory, Possession, or Armed Forces Office (APO/FPO/DPO).

Zip Code DB = R DC = O


A Left justified with spaces to the right

• Must be AT LEAST five digits

Country DB = O DC = O


A A list of available country codes can be found in Appendix C

• This field is only required if entering a foreign address.



Detail Fiscal Year R 538 545 8 Fiscal year to which this detail record should be applied

N YYYYYYYY Example: A record that is for fiscal year 2021-2022 would be reported as 20212022


• As with all TRS Defined Benefit Reporting, application of Earnings to a particular fiscal year is based upon the fiscal year in which the money was earned; not necessarily when it was paid. For example, a payroll with a Pay Date of July 31st, 2022 could include Administrators being paid for work in 2022-2023 as well as Teachers still being paid out for the work they completed in 2021-2022. In this example the Administrators would be reported with a Detail Fiscal Year of 20222023 and the Teachers would be reported with a Detail Fiscal Year of 20212022.



Padding R 546 600 55 Blank spaces A Must be entirely filled with spaces • Blank space padding to be reserved for potential future use.



Footer Record Format


Record Type R 1 1 1 Field that designates this as a header, detail, or footer record

A F = Footer • This field must contain a value of F since this is a footer record.

Report Type R 2 3 2 Indicates the grouping of data on Defined Benefit vs. SSP

N 01 = Defined Benefit 02 = Supplemental Savings Plan

• Separate reports must be submitted for each report type.

Format Version R 4 6 3 Indicates which file layout format the employer is using

N 001 • This field must contain a value of 000 since this is currently the only acceptable file format.



TRS Code R 7 13 7 A unique number that identifies the employer

N • A unique number assigned by TRS that identifies the employer.

• This number is fixed at seven digits.

• The first three characters are based upon the county the employer is located in.

• The last four are based on the employer’s school district number.



Report Date R 14 21 8 Represents the year, month and day of the contribution report being submitted.


• A Report Date is the period for which the employer is submitting the contribution report. This will coincide with the pay dates provided by the employer to TRS during the beginning of the fiscal year when payroll schedules are reported through the Employer Portal.

• If reporting each payroll separately, the Report Date should be the pay date of the payroll being reported.

• If combining multiple payrolls into monthly reports, the Report Date should be the first of the month being reported.

Record Count

R 22 27 6 Indicates the total number of detail records reported

N

• This count should only include records marked as D.



Increase/Decrease Total Earnings

R 28 28 1 Indicates whether reported earnings are a positive or negative amount

A + –



• When reporting negative earnings, the adjustment must reflect Pay Period Dates prior to the Report Date.

Total Earnings R 29 41 13 Total Monies earned for all Payment Reasons

N 0000000000.00 – 9999999999.99

• This field must include any board-paid TRS contributions using the appropriate factor, rather than benefit number from payroll.


Increase/Decrease Total Earnings that exceed Salary Limits

R 42 42 1 Indicates whether reported excess earnings are a positive or negative amount

A + –



• When reporting negative excess earnings, the adjustment must reflect Pay Period Dates prior to the Report Date.



Total Earnings that exceed Salary Limits

R 43 55 13 Total Earnings paid after the member has exceeded the IRS pensionable limits for the fiscal year

N 0000000000.00 – 9999999999.99

• This field is only required if any member’s total creditable earnings for the current fiscal year have exceeded the IRS or Tier 2 limitations for that year.

• The portion of any member’s earnings that exceeds the applicable limit in a Pay Period must be calculated by adding up all the creditable earnings reported to TRS in a fiscal year and comparing that total against the limit for that fiscal year.

Increase/Decrease Total Contributions

R 56 56 1 Indicates whether reported contributions are a positive or negative amount

A + –



• When reporting negative contributions, the adjustment must reflect Pay Period Dates prior to the Report Date.



Total Contributions

R 57 69 13 The total amount of contributions paid by all members

N 0000000000.00 – 9999999999.99


Increase/Decrease Total THIS Contributions

R 70 70 1 Indicates whether reported total THIS Contributions are a positive or negative amount

A + –



• When reporting negative THIS Contributions, the adjustment must reflect Pay Period Dates prior to the Report Date.

Total THIS Contributions

R 71 83 13 The total amount of the members’ contribution to the THIS Fund

N 0000000000.00 – 9999999999.99




Increase/Decrease Total Employer Defined Contributions

R 84 84 1 Indicates whether reported total employer defined contributions are a positive or negative amount

A + –



• When reporting negative employer defined contributions, the adjustment must reflect Pay Period Dates prior to the Report Date.

Total Employer Defined Contributions

R 85 97 13 Total Contributions made to a TRS connected DC plan by the employer

N 0000000000.00 – 9999999999.99

• This field will be used for reporting contributions made by employers to TRS associated defined contribution plans.

• The type of plan will be determined using the Contribution Category and Report Type.




File Creation Date

R 98 105 8 Date the submitted file was created


• This date should not be modified based upon payroll frequency or reporting frequency. It must strictly be the date the file was created.

Report Fiscal Year

R 106 113 8 Fiscal Year to which this report applies.

N YYYYYYYY Example: A report that is for fiscal year 2021-2022 would be reported as 20212022


• The report can still contain Adjustment detail records for a different fiscal year. All non-Adjustment details in the report should match this fiscal year



Frequently Asked Questions

This section has been moved to the public area of the TRS website so that it can be kept as up to date as possible.

It can be found at the following address: https://www.trsil.org/employers/GeminiFAQs

https://www.trsil.org/employers/GeminiFAQs


Appendices Appendix A: Payroll File Examples The examples depicted below do not include all detail fields, nor are they in the correct order. Each example only contains those fields necessary to illustrate each concept.


This illustration shows detail records for three different members. Holden Caufield is being reported as Tier 1, Jane Eyre is being reported as Tier 2, and Leopold Bloom is being reported as retired.

Payment Reason

This illustration shows three different detail records all for the same member. Each detail has a different Payment Reason. This pay period, Elizabeth Bennet received $4,000 in Base Salary, $200 from Extra Duty, and her employer contributed $100 to a qualified tax-deferred plan on her behalf.


Board Paid TRS

This figure illustrates the reporting difference between those employers who pay for all or a portion of their members TRS contributions. Jo March and Jean Finch pay their own contributions. Jay Gatsby and Holly Golightly have the full 9% factor paid by their employer. Jay and Holly’s Earnings correctly include the board-paid TRS amounts. Their Contribution fields also correctly include the full 9% without regard to who paid the contribution.

Non-Contributory Earnings

This figure illustrates the concept of reporting Non-Contributory Earnings to TRS. Anna was paid a total of $4,600 during the pay period, however, $300 of it was for work that is not reportable to TRS. The remaining $4,300 is reported regularly, separated by Payment Reason.

Docked Days

This figure illustrates how docked days should be reported and how they relate to Days Paid. Guy was docked 3.5 full day equivalents during the pay period, but he missed seven half days, so he still gets his Days Paid reported as the whole 13 in the pay period. Brett was docked 1.00 day which was a whole day she missed so her Days Paid would be reported as only 12.


Leave of Absence Reporting

The above figure illustrates the concept of Leave of Absence reporting as it will exist in the new reporting system. Vesper was on a board approved leave of absence for the entire pay period. She is still reported to TRS using the value LA in the Payment Reason field to indicate she is on a leave. Because the Payment Reason has been reported as LA, the Days Paid field should indicate the number of days Vesper would have worked, had she not been on leave. Asking for this information up front will allow TRS to award purchasable leave credit to members without having to ask for further information from their employers years after the leave occurred.

The above figure contains a second example for Leave of Absence reporting. Tom started a board approved leave in the middle of a 12 day pay period. Tom worked the first five work days of the period and earned $1,850.00. Then he started his leave which caused him to miss the remaining seven work days in the pay period.

End of Fiscal Year Reporting

The above figure illustrates the concept of reporting the pay periods after the member has stopped working for the year but still has deferred earnings to be paid out. This will allow employers to collect and remit all required contributions to TRS by the end of the fiscal year. Dr. Watson’s employer starts their new year September 1. His contract days stopped on June 15th, all future pay periods for the fiscal year (including those in July and August) should then be reported together with the last payroll in June and marked as deferred. All payments made for work during the previous school year, after that employee’s work year is over, should be marked as deferred.


Deferred Field

This figure illustrates two different examples of when the Deferred flag might be used outside of the normal summer time frame. Annie works for a district that has a pay period in the new school year that is before they have started to work that year. This first period would be reported with her Earnings for that paycheck and Days Paid as zero, meaning it must be marked as Deferred. For Paul, this year his school’s winter break happens to line up with an entire pay period. For this period, he would also be reported with Days Paid equal to zero and his Earnings marked as Deferred.

Back Wage Reporting

This figure illustrates two different ways that back wages can be reported. Due to being placed incorrectly on the salary schedule, Lobelia is owed a total of $2,500 in back wages. This amount can be reported as one lump sum or split out into the individual pay periods where she would have received the extra pay. If reporting as one lump sum, the pay period must reflect the correct fiscal year in which the back wages were earned.


Appendix B: State, Territory, Possession, Associated States, and Armed Forces Abbreviations Alabama AL Alaska AK Arizona AZ Arkansas AR California CA Colorado CO Connecticut CT Delaware DE Florida FL Georgia GA Hawaii HI Idaho ID Illinois IL Indiana IN Iowa IA Kansas KS Kentucky KY Louisiana LA Maine ME Maryland MD Massachusetts MA Michigan MI Minnesota MN Mississippi MS Missouri MO Montana MT Nebraska NE Nevada NV New Hampshire NH New Jersey NJ New Mexico NM

New York NY North Carolina NC North Dakota ND Ohio OH Oklahoma OK Oregon OR Pennsylvania PA Rhode Island RI South Carolina SC South Dakota SD Tennessee TN Texas TX Utah UT Vermont VT Virginia VA Washington WA West Virginia WV Wisconsin WI Wyoming WY District of Columbia DC American Samoa AS Guam GU Northern Mariana Islands MP Puerto Rico PR U.S. Virgin Islands VI Micronesia, Federated States of FM Marshall Islands, Republic of the MH Palau, Republic of PW Armed Forces – Americas AA Armed Forces – Europe AE Armed Forces – Pacific AP


Appendix C: Country Codes

These codes come from the International Standards Organization (ISO 3166-1 alpha-2).

AD Andorra AE United Arab Emirates AF Afghanistan AG Antigua and Barbuda AI Anguilla AL Albania AM Armenia AO Angola AQ Antarctica AR Argentina AT Austria AU Australia AW Aruba AX Åland Islands AZ Azerbaijan BA Bosnia and Herzegovina BB Barbados BD Bangladesh BE Belgium BF Burkina Faso BG Bulgaria BH Bahrain BI Burundi BJ Benin BL Saint Barthélemy BM Bermuda BN Brunei Darussalam BO Bolivia, Plurinational State of

BQ Bonaire, Sint Eustatius and Saba BR Brazil BS Bahamas BT Bhutan BV Bouvet Island BW Botswana BY Belarus BZ Belize CA Canada CC Cocos (Keeling) Islands CD Congo, the Democratic Republic of the CF Central African Republic CG Congo CH Switzerland

CI Côte d'Ivoire CK Cook Islands CL Chile CM Cameroon CN China CO Colombia CR Costa Rica CU Cuba CV Cabo Verde CW Curaçao CX Christmas Island CY Cyprus CZ Czechia DE Germany

DJ Djibouti DK Denmark DM Dominica DO Dominican Republic DZ Algeria EC Ecuador EE Estonia EG Egypt EH Western Sahara ER Eritrea ES Spain ET Ethiopia FI Finland FJ Fiji FK Falkland Islands (Malvinas) FM Micronesia, Federated States of FO Faroe Islands FR France GA Gabon GB United Kingdom of Great Britain and Northern Ireland

GD Grenada GE Georgia GF French Guiana GG Guernsey GH Ghana GI Gibraltar GL Greenland GM Gambia

https://en.wikipedia.org/wiki/Switzerland


GN Guinea GP Guadeloupe GQ Equatorial Guinea GR Greece GS South Georgia and the South Sandwich Islands

GT Guatemala GW Guinea-Bissau GY Guyana HK Hong Kong HM Heard Island and McDonald Islands HN Honduras HR Croatia HT Haiti HU Hungary ID Indonesia IE Ireland IL Israel IM Isle of Man IN India IO British Indian Ocean Territory IQ Iraq IR Iran, Islamic Republic of IS Iceland IT Italy JE Jersey JM Jamaica JO Jordan JP Japan KE Kenya KG Kyrgyzstan KH Cambodia KI Kiribati

KM Comoros KN Saint Kitts and Nevis KP Korea, Democratic People's Republic of KR Korea, Republic of KW Kuwait KY Cayman Islands KZ Kazakhstan LA Lao People's Democratic Republic LB Lebanon LC Saint Lucia LI Liechtenstein LK Sri Lanka LR Liberia LS Lesotho LT Lithuania LU Luxembourg LV Latvia LY Libya MA Morocco MC Monaco MD Moldova, Republic of ME Montenegro MF Saint Martin (French part) MG Madagascar MH Marshall Islands MK North Macedonia, Republic of

ML Mali MM Myanmar MN Mongolia MO Macao MQ Martinique MR Mauritania

MS Montserrat MT Malta MU Mauritius MV Maldives MW Malawi MX Mexico MY Malaysia MZ Mozambique NA Namibia NC New Caledonia NE Niger NF Norfolk Island NG Nigeria NI Nicaragua NL Netherlands NO Norway NP Nepal NR Nauru NU Niue NZ New Zealand OM Oman PA Panama PE Peru PF French Polynesia PG Papua New Guinea PH Philippines PK Pakistan PL Poland PM Saint Pierre and Miquelon PN Pitcairn PS Palestine, State of PT Portugal


PW Palau PY Paraguay QA Qatar RE Réunion RO Romania RS Serbia RU Russian Federation RW Rwanda SA Saudi Arabia SB Solomon Islands SC Seychelles SD Sudan SE Sweden SG Singapore SH Saint Helena, Ascension and Tristan da Cunha

SI Slovenia SJ Svalbard and Jan Mayen SK Slovakia SL Sierra Leone SM San Marino SN Senegal SO Somalia

SR Suriname SS South Sudan ST Sao Tome and Principe SV El Salvador SX Sint Maarten (Dutch part) SY Syrian Arab Republic SZ Eswatini TC Turks and Caicos Islands TD Chad TF French Southern Territories TG Togo TH Thailand TJ Tajikistan TK Tokelau TL Timor-Leste TM Turkmenistan TN Tunisia TO Tonga TR Turkey TT Trinidad and Tobago TV Tuvalu TW Taiwan, Province of China

TZ Tanzania, United Republic of UA Ukraine UG Uganda UM United States Minor Outlying Islands US United States of America UY Uruguay UZ Uzbekistan VA Holy See VC Saint Vincent and the Grenadines VE Venezuela, Bolivarian Republic of VG Virgin Islands, British VN Viet Nam VU Vanuatu WF Wallis and Futuna WS Samoa YE Yemen YT Mayotte ZA South Africa ZM Zambia ZW Zimbabwe


Appendix D: Address Standards When submitting member addresses to TRS, please try to adhere to USPS standards (detailed briefly below) as much as possible to avoid issues attempting to compare reported addresses with those already on file for members.

• Do not use punctuation of any kind other than dashes or forward slashes in addresses. This includes omitting periods at the end of abbreviations. • Be sure to include any apartment numbers or similar using Address Line 2. See list of USPS standard abbreviations for common unit

designations below. The pound sign (#) should not be used if the proper unit designation is known. Unit Designation USPS Standard Abbreviation Unit Designation USPS Standard Abbreviation Apartment APT Penthouse PH Basement BSMT Pier PIER Building BLDG Rear REAR Department DEPT Room RM Floor FL Side SIDE Front FRNT Slip SLIP Hanger HNGR Space SPC Key KEY Stop STOP Lobby LBBY Suite STE Lot LOT Trailer TRLR Lower LOWR Unit UNIT Office OFC Upper UPPR

• Post Office Boxes should be listed in Address Line 1 in the format “PO Box” with no periods. • Use “RR” rather than spelling out Rural Route • Abbreviate directionals unless they are a part of the streets primary name (Ex. N Main St instead of North Main St). • Ordinal streets should generally always be reported in abbreviated format (Ex: 7th St instead Seventh St). • City names should not be abbreviated (Ex: Arlington Heights not Arlington Hts) unless it part of the actual name of the city (Ex: East St. Louis

not E St. Louis or East Saint Louis) • Use the USPS standard abbreviations on the below pages for Address Lines 1 and 2:


Primary Street Suffix Name

USPS Standard Suffix Abbreviation

ALLEY ALY ANEX ANX ARCADE ARC AVENUE AVE BAYOU BYU BEACH BCH BEND BND BLUFF BLF BLUFFS BLFS BOTTOM BTM BOULEVARD BLVD BRANCH BR BRIDGE BRG BROOK BRK BROOKS BRKS BURG BG BURGS BGS BYPASS BYP CAMP CP CANYON CYN CAPE CPE CAUSEWAY CSWY CENTER CTR CENTERS CTRS CIRCLE CIR CIRCLES CIRS CLIFF CLF CLIFFS CLFS CLUB CLB COMMON CMN COMMONS CMNS



CORNER COR CORNERS CORS COURSE CRSE COURT CT COURTS CTS COVE CV COVES CVS CREEK CRK CRESCENT CRES CREST CRST CROSSING XING CROSSROAD XRD CROSSROADS XRDS CURVE CURV DALE DL DAM DM DIVIDE DV DRIVE DR DRIVES DRS ESTATE EST ESTATES ESTS EXPRESSWAY EXPY EXTENSION EXT EXTENSIONS EXTS FALL FALL FALLS FLS FERRY FRY FIELD FLD FIELDS FLDS FLAT FLT FLATS FLTS



FORD FRD FORDS FRDS FOREST FRST FORGE FRG FORGES FRGS FORK FRK FORKS FRKS FORT FT FREEWAY FWY GARDEN GDN GARDENS GDNS GATEWAY GTWY GLEN GLN GLENS GLNS GREEN GRN GREENS GRNS GROVE GRV GROVES GRVS HARBOR HBR HARBORS HBRS HAVEN HVN HEIGHTS HTS HIGHWAY HWY HILL HL HILLS HLS HOLLOW HOLW INLET INLT ISLAND IS ISLANDS ISS ISLE ISLE JUNCTION JCT




JUNCTIONS JCTS KEY KY KEYS KYS KNOLL KNL KNOLLS KNLS LAKE LK LAKES LKS LAND LAND LANDING LNDG LANE LN LIGHT LGT LIGHTS LGTS LOAF LF LOCK LCK LOCKS LCKS LODGE LDG LOOP LOOP MALL MALL MANOR MNR MANORS MNRS MEADOW MDW MEADOWS MDWS MEWS MEWS MILL ML MILLS MLS MISSION MSN MOTORWAY MTWY MOUNT MT MOUNTAIN MTN MOUNTAINS MTNS NECK NCK



ORCHARD ORCH OVAL OVAL OVERPASS OPAS PARK PARK PARKS PARK PARKWAY PKWY PARKWAYS PKWY PASS PASS PASSAGE PSGE PATH PATH PIKE PIKE PINE PNE PINES PNES PLACE PL PLAIN PLN PLAINS PLNS PLAZA PLZ POINT PT POINTS PTS PORT PRT PORTS PRTS PRAIRIE PR RADIAL RADL RAMP RAMP RANCH RNCH RAPID RPD RAPIDS RPDS REST RST RIDGE RDG RIDGES RDGS RIVER RIV



ROAD RD ROADS RDS ROUTE RTE ROW ROW RUE RUE RUN RUN SHOAL SHL SHOALS SHLS SHORE SHR SHORES SHRS SKYWAY SKWY SPRING SPG SPRINGS SPGS SPUR SPUR SPURS SPUR SQUARE SQ SQUARES SQS STATION STA STRAVENUE STRA STREAM STRM STREET ST STREETS STS SUMMIT SMT TERRACE TER THROUGHWAY TRWY TRACE TRCE TRACK TRAK TRAFFICWAY TRFY TRAIL TRL TRAILER TRLR TUNNEL TUNL




TURNPIKE TPKE UNDERPASS UPAS UNION UN UNIONS UNS VALLEY VLY VALLEYS VLYS VIADUCT VIA VIEW VW VIEWS VWS VILLAGE VLG VILLAGES VLGS VILLE VL VISTA VIS WALK WALK WALKS WALK WALL WALL WAY WAY WAYS WAYS WELL WL WELLS WLS

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